Administrative Assistant (m/f/d) - AUTODOC PRO Italy

<h1><b>Company Description</b></h1><p></p>AUTODOC is the largest and fastest growing auto parts ecommerce platform in Europe.<br/>Present across 27 countries with around 5,000 employees, AUTODOC generated revenue of over €1.3 billion in 2023, supplying more than 7.4 million active customers with its 5.8 million vehicle parts and accessories for car, truck, and motorcycle brands.<br/><br/>Curious minds, adventurous experts and tech-savvy professionals - one team, one billion euros revenue. Catch the ride!<p></p><p></p><p></p><h1><b>Job Description</b></h1><p></p><p>As <b>Administrative Assistant (m/f/d)</b>, you report to the AUTODOC PRO Head of Italy and provide comprehensive administrative support to ensure efficient business operations.</p><p><span>The position facilitates seamless communication and coordination between HR, managers, and other departments. It also ensures effective management of team resources, equipment, and feedback channels.</span></p><p></p><p></p><p><b>Responsibilities:</b></p><p></p><p><b>Administrative Integration Management</b></p><ul><li><p><span>Follow up recruitment processes by working closely with HR and departmental managers to ensure timely and effective hiring.</span></p></li><li><p><span>Maintain and regularly update the employee dashboard and organizational chart to accurately reflect current staffing and organizational structure.</span></p></li></ul><p></p><p><b>Team Equipment Management</b></p><ul><li><p><span>Oversee inventory management and procurement of work clothing and equipment for the team.</span></p></li><li><p><span>Collaborate with central operations to plan and acquire necessary technology resources, including smartphones, computers, and accessories.</span></p></li><li><p><span>Manage service provider relationships for the procurement and allocation of SIM cards; track distribution and usage.</span></p></li><li><p><span>Assess needs for additional equipment purchases and initiate orders as required.</span></p></li></ul><p><span>​</span></p><p><b>Vehicle Fleet Administration</b></p><ul><li><p><span>Coordinate vehicle rentals and ensure proper tracking of rental schedules and usage.</span></p></li><li><p><span>Manage fuel card distribution and usage to support team mobility and ensure cost-effective operations.</span></p></li><li><p><span>Supervise the administrative handling of vehicle accidents, including reporting and follow-up to facilitate timely resolution.</span></p></li></ul><p><span>​</span></p><p><b>Field Feedback and Customer Support Management</b></p><ul><li><p><span>Identify and report website functionality issues, including bugs and navigation problems, to improve user experience.</span></p></li><li><p><span>Handle customer complaints, inquiries, and other issues by providing timely support and follow-up.</span></p></li><li><p><span>Assist users with extranet-related issues, troubleshooting as needed.</span></p></li><li><p><span>Monitor and resolve post-sale issues in collaboration with the Contact Center and relevant service providers, addressing payment incidents, refunds, orders, and deliveries.</span></p></li><li><p><span>Manage catalog content accuracy by addressing errors such as missing photos and incorrect product information based on customer feedback.</span></p></li></ul><p><span>​</span></p><p><b>General Administrative Support</b></p><ul><li><p><span>Process subsidiary invoices and submit to the accounting agency for timely reconciliation.</span></p></li><li><p><span>Organize and coordinate travel arrangements, meetings, and seminars to support operational needs.</span></p></li><li><p><span>Provide comprehensive administrative support to subsidiary managers as needed.</span></p></li></ul><p></p><p></p><p><b>Qualifications:</b></p><ul><li><p><span>Bachelor’s degree in Business Administration, Management, or a related field (or equivalent work experience).</span></p></li><li><p><span>Experience (2+ years) in an administrative or assistant role, ideally within a dynamic, cross-functional environment.</span></p></li><li><p><span>Experience with equipment, fleet, and inventory management is a strong plus.</span></p></li><li><p><span>Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and experience with database management.</span></p></li><li><p><span>Competency in using administrative tools, team communication platforms, and CRM or ERP systems.</span></p></li><li><p><span>Excellent verbal and written communication skills in Italian and English, with the ability to liaise effectively across departments.</span></p></li><li><p><span>Experience in customer service and managing client inquiries, with an aptitude for handling escalations and sensitive issues.</span></p></li><li><p><span>Strong organizational skills with a meticulous eye for detail and accuracy.</span></p></li><li><p><span>Ability to manage multiple priorities, meet deadlines, and adapt to changing business needs.</span></p></li><li><p><span>Capable of working inde